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View How do I get Special Instructions from a Profile to Display on a Reservation

Category:HWeb Agent

How to Get Special Instructions from a Profile to Display on a Reservation

There are 2 fields available for customized Special Instructions on every reservation. The fields will support up to 255 characters of information.  In order to ensure that a clients standard and customized requests always display on the reservation (e.g.  Please have copy of Financial Times newspaper and bottled water), they may be added to the client’s individual profile. 

Any Special Instructions which you add to an Individual Profile will automatically be displayed on the Reservation screen when entering a reservation - you simply open the Profile/Group tab of the reservation to read/display them. These instructions may also be displayed on  dispatch screens if desired.

If you wish to be able to print the Special Instructions on a  Reservation/Trip Sheet, then you must  enclose the special instructions in the profile within {      }   brackets. NOTE: You should also go into the system configuration and turn-on or require the brackets be present: ( Tools > Configuration > Advanced Features > Profiles Tab: Require bracketing for profile special instructions=YES ).  If you are running version 1.93+ and DataBase version 179+, this configuration setting is not required.  Doing so, will now display the Special Instructions from the profile in the Special Instructions field on the Reservation (Pickup/Dropoff Tab) and may be added to a trip sheet using the Reservations tokens:  %SPECIALINSTR%, and %SPECINSTR2%.

Note:  Within the Individual profile, you will see two fields

  • General Comments
  • Special Instructions or Notes

General comments are considered for Internal review only. They are visible to staff entering reservations and dispatching but are not included on Dispatch screens, printed documents, paged to drivers.

Special Instructions or Notes  will be added to reservations, screens and documents as described above.

Hudson Software Version 1.93 Technical Update - Sept 2011

It has come to our attention that there is an issue in 1.93 with non-bracketed notes (recently reported by a couple of clients).  We believe that the majority of our clients are using the bracketed special instructions mode (described in the article above) and are not affected by this.  Essentially the problem is that the notes (which are really the special instructions 1, ) are not flowing into the reservation.

As you may be aware in 1.93 (DB 179) we have effectively split the bracketed fields into Notes, Special Instructions, Special Instructions II and Agent Notification.  This ultimately nullifies the requirement of the bracket sequences, because we can store the values into separate fields. Therefore…If you are running version 1.93+ and DataBase version 179+, this configuration setting is not required.

Software Version 1.93 build 4479 now deals with customers configured NOT to require the bracket sequences (on an temporary basis) until the data is moved over.

Note for all techs:
ALL NEW CLIENTS SHOULD BE CONFIGURED WITH THE “REQUIRE BRACKET SEQUENCES” ENABLED. ( Tools > Configuration > Advanced Features > Profiles Tab: Require bracketing for profile special instructions=YES )   This is true even if they are using the individual fields available in 1.93/DB 179. This option triggers certain behaviors in the code so that there is no confusion with the non-bracketed mode. it will be removed in a future release.

ALL 1.93 CLIENTS SHOULD BE UPDATED TO DB 179 so that the client can use the separate fields to store the data.  Note that the software will still support the bracket sequences and we will eventually have a conversion tool.  However we need to encourage clients to put the data into separate fields when ever possible and fix the profiles as they go along.

ALL CLIENTS THAT HAVE THE ‘REQUIRE BRACKET SEQUENCES FEATURE’ TURNED OFF must be first upgraded to this version of 193, DB 179 and then at some point the data in notes should be copied to the special instructions field (with an SQL Update) and finally the OPTION MUST BE ENABLED.  The 4479 fix is intended as a temporary solution until this update occurs.

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